University of Wisconsin–Madison

HR Ancillary Systems Overview

With the implementation of Workday in July 2025, some HR systems may change or be replaced. Below is a list of each HR system, a summary of how it will change, and key dates to expect updates. More details about these changes will be in the cutover information by HR topic area.

   

Recruitment

Recruitment Systems
System Status Action Date Summary Information
Talent Recruitment and Engagement Management System (TREMS) Replace

June 20, 2025: Last day to post a job on TREMS

July 6, 2025: Last day for applicants to apply for a job using TREMS

Workday replaces functionality, legacy data will be stored and available for records retention
Job and Employee Management System Position Vacancy Listing (JEMS PVL) Replace

June 19, 2025: Last day to Division Approve/Delegation Approve a PVL

June 20, 2025: Last day to Division Approve/Delegation Approve a PVL Waiver

Workday replaces functionality, legacy data will be stored and available for records retention

PVL will be changed to Job Requisition

Job and Employee Management System (JEMS Hire) Replace June 27, 2025: Last day to push a hire to HRS via JEMS Hire that will be converted to Workday
Blue Collar Multi-Shift (BCMS) Replace June 26, 2025: Last day for an employee to apply for a BCMS position Process will be in Workday and will be covered in Recruitment session(s) and in multilingual multishift in-person employee training.
Referral Priority (RP) Replace July 6, 2025: Last day a referral priority candidate can apply for a job on the current RP website Process will be in Workday and will be covered in Recruitment session(s)
Sexual Harassment (SH)/Sexual Violence (SV) Check in JEMS Replace July 3, 2025: Last day to initiate SH/SV reference check request in JEMS. Responses will be available as 'view-only' after this date Process will be in Workday and will be covered in Recruitment session(s)

Onboarding

Onboarding Systems
System Status Action Date Summary Information
HireRight I-9 Replace I-9s will be done in Workday
HireRight Criminal Background Check (CBC) Keep Not applicable CBCs will continue to be done in HireRight, sometimes through a Workday integration and sometimes using current direct HireRight process
CBC system (for reviewing outcome of CBC) Keep Not applicable System to request review of CBC results will continue to be used

Performance Management

Performance Management Systems
System Status Action Date Summary Information
Performance Management and Development (PMDP) Partial Keep PMDP will be used for Instructional Academic Staff and Clinical Instructors, legacy data will be stored and available for records retention
Perceptive Content Personnel File (P-File) Keep New document management system expected in 2028 or later While Workday documents will stay in Workday, the p-files in Perspective Content will remain there and documents can continue to be added until a document management system is brought online through the Universities of Wisconsin.

Academic HR

Academic HR Systems
System Status Action Date Summary Information
Faculty Sabbatical Keep Not applicable Faculty will continue to use this system to submit requests for sabbaticals

Payroll

Payroll Systems
System Status Action Date Summary Information
HRS Easy Access to Reporting Tools (HEART) for Summer Replace June 28, 2025: Expected decommission Workday will provide reports to show eligibility for summer work for academic C-basis employees. *Note: tool is available for preparation for summer 2025 hires
UW Affordable Care Act (ACA) Notification Replace June 28, 2025: Expected decomission Notification to new hires is done in Workday

Compensation

Compensation Systems
System Status Action Date Summary Information
Overload System Replace Workday replaces functionality, legacy data will be stored and available for records retention
Job and Employee Rate Adjustment (RA) Replace
Job and Employee Management System (JEMS) Replace

June 12, 2025: Last day to Division Approve a JEMS Rate and Title transaction effective through June 14, 2025

June 25, 2025: Last day to Division Approve a JEMS Rate and Title transaction effective through June 28, 2025

Core HR

Core HR Systems
System Status Action Date Summary Information
Special Authorization (SpecAuth) system Partial Keep Not applicable Retirees with IT services will be tracked in Workday, all other SpecAuth activity will remain as is
Job and Employee Rate Adjustment (JEMS) Change Replace June 27, 2025: Last day to enter a JEMS Change request (that must be processed in HRS by end of day) Workday replaces functionality of tracking workflow approval for HR actions

Updated: Feb. 21, 2025
Source URL: https://hr.wisc.edu/hr-guides/for-hr-professionals/hr-ancillary-systems-overview/

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